leveraging different processes for different tasks

12-23-2010, 10:16 AM

First off I would like to say thank you to everyone who posts in these forums. I dont' know where I would be without the ability to collaborate and bounce ideas with other avid users. Which in lies my current questions; Managing work and personal projects.... here is what i mean..

About a year ago, I was using my work laptop (probably not the best idea) to manage everything. I decided that it was time to seperate the two and this is when i found GTD. what I like about GTD is the ability to manage all of your projects at the blink of an eye however I have been running into a problem I was hoping you all could help me solve.

In the transition of separating my work and personal projects, I have realized that it is a very difficult thing to do especially within a work electronic environment. If one were managing every project via a spreadsheet or paper, the principles of GTD are the same however within an electronic environment, I have found that it is very difficult to make GTD fit with my working style.

I use a Mac and Omnifocus my GTD process. however, at work I am on a PC with Windows 7 and Outlook 2010. The biggest things are the personal tasks that say, need or could be done while at work. I like the ability to get to my office in the morning and see all the tasks that I have to do whether they are personal or work. Also, as both Omnifocus and Outlook both operate under different workflow systems, I still havent fully grasped the idea of how to effectively adopt seperate processes to suit my working style.

I was wondering if anyone has run into the issue of trying to leverage different technologies to manage different contexts (i.e. @work tasks) and if they have, what process look like for effectively handling handling all tasks yet tracking them within seperate processes? Thanks again for the feedback! I've been racking my brain around this for too long!

I was wondering if anyone has run into the issue of trying to leverage different technologies to manage different contexts (i.e. @work tasks) and if they have, what process look like for effectively handling handling all tasks yet tracking them within seperate processes? Thanks again for the feedback! I've been racking my brain around this for too long!

Comment

What's driving you toward separation? I think that'll guide any approach that might be suggested.

Cheers,
Roger

Thanks for the response Roger. What's driving me towards separation is security. I dont feel comfortable with the idea of "Corporate America" having access to my personal life. What if one of my projects is to 'get a new job'? Probably not the best idea to track a project like that in my work system..

Comment

My experience in similar situations has been that a little security is an irritating and dangerous thing. If you're going to make the break, make it completely -- don't do anything at all related to your personal business while in your work environment. You might want to review your personal day before work, possibly during a commute if that's available to you.

Comment

Here are some tips on what's worked for me to keep work and personal together in one system yet separate and secure:

OmniFocus on all computers (home, laptops, and iPhone)
I set-up OmniFocus sync so that all computers are, well, in sync. This can be done through a private server, so that the data is stored on a location you control, not in a local file on your work computer (for example, DropBox or mac iDisk). Back-ups should also be done to your private server if you're worried about work seeing your personal stuff.

Also, set-up all Contexts; some are Work Only and some are Home Only (ie Work Computer).

Create a folder for all Work Projects in OmniFocus

Create an OmniFocus Perspective that allows you to only view those Work-related Projects and Contexts while at work.

Install Dropbox on all computers to share files.
This can be turned off and on remotely. Should you need to, you can simply change your password, preventing your work computer from being accessible to your Dropbox.

Mac Sync
I'm fortunate that my work allows me to choose what type of OS I want to use. I sync all preferences and mail accounts using Mac Sync. I can remotely turn-off Mac Sync to my work computer if I ever needed to. (Note: I don't recommend this if you're concerned about complete privacy, but for my work situation it's fine.)

While this doesn't guarantee 100% separate systems, it does provide a lot of security and separation. I'm not spending double-time maintaining two separate systems and can focus on work while I'm at work. But I can also see my Personal actions at any time, like on a break at work or say if I'm eating lunch and want to check-off a Personal action. Also, if something work-related comes up while I'm at home, I have access to my Work actions and data.

Comment

Thanks so much for the feedback. I have Omnifocus on my home laptop, I also have an iPhone. I will admit that I dont utilize omnifocus for iphone as well as I should.

Mac Sync
I'm fortunate that my work allows me to choose what type of OS I want to use. I sync all preferences and mail accounts using Mac Sync. I can remotely turn-off Mac Sync to my work computer if I ever needed to. (Note: I don't recommend this if you're concerned about complete privacy, but for my work situation it's fine.)

While this doesn't guarantee 100% separate systems, it does provide a lot of security and separation. I'm not spending double-time maintaining two separate systems and can focus on work while I'm at work. But I can also see my Personal actions at any time, like on a break at work or say if I'm eating lunch and want to check-off a Personal action. Also, if something work-related comes up while I'm at home, I have access to my Work actions and data.

Unfortunately I don't have the luxury of choosing my operating system so this is where my problem lies. If I was on one operating system, then I would be able to have one process hence making things easier. I wish Omnifocus was PC compliant

Knowing that at work, I am using Office 2010 and onenote on PC, does it make sense to try to have like programs for my home environment? Any one have experience using 2010 and one note for both PC and Mac environments?

Comment

Unless you run your own business, I wonder how much personal stuff you can fit into a work day. In my case, I have a very flexible lunch break, plus I stretch my legs after each small task of 25 minutes or so and take a 5 minute break. So that leaves me with two potential contexts to play with.

I run my personal GTD database on my Mac and have an iPhone. In the office I'll check my errands context on my smartphone before lunch and then check my Office context when I want a break. This context is small things I can use as a break from work, such as a quick phone call or checking something on the net or asking a work friend about something.

So, for me, these two contexts cover what I can reasonably be doing at the office that isn't work.

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As an aside, I use email as my list manager both at the office ( Windows and Outlook ) and at home ( Mac and iPhone and mail.app ). One thing this allows me to do is to push tasks between home and office by forwarding.

Comment

Unless you run your own business, I wonder how much personal stuff you can fit into a work day. In my case, I have a very flexible lunch break, plus I stretch my legs after each small task of 25 minutes or so and take a 5 minute break. So that leaves me with two potential contexts to play with.

I run my personal GTD database on my Mac and have an iPhone. In the office I'll check my errands context on my smartphone before lunch and then check my Office context when I want a break. This context is small things I can use as a break from work, such as a quick phone call or checking something on the net or asking a work friend about something.

So, for me, these two contexts cover what I can reasonably be doing at the office that isn't work.

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As an aside, I use email as my list manager both at the office ( Windows and Outlook ) and at home ( Mac and iPhone and mail.app ). One thing this allows me to do is to push tasks between home and office by forwarding.

Thanks for the feedback. I had a few questions for you..

In addition to your different emails, can you describe your alternative methods for capturing "stuff" (i.e. random ideas, grocery lists, someday/maybe lists, Goals and other "stuff") Do the processes differ for the office vs home? And if so, How?

Also, how do you handle those actions/projects that may be both work and personal related? i.e. (Payroll, 401K, etc) Typically this type of "stuff" comes within my work inbox. How do you handle stuff like this as well?

I know I'm spouting off but these questions have been bottled up inside for ages.. Your feedback is appreciated so much!